Part-Time Bookkeeper & Financial Operations Specialist

Eden Digital is a U.S.-based digital marketing agency providing SEO, paid advertising, website development, and digital marketing services to businesses across multiple industries.

We are looking for an experienced, dependable Bookkeeper & Financial Operations Specialist to help manage our day-to-day financial operations, maintain accurate records, develop and manage budgets, and keep our business finances organized.

This position is ideal for someone who enjoys working independently, takes ownership of responsibilities, and can proactively identify financial issues before they become problems.

We are not looking for someone who simply enters transactions into accounting software. We want someone who can help us stay financially organized, make informed budgeting decisions, and maintain healthy cash flow.

## Key Responsibilities

### 1. Client Invoicing & Accounts Receivable

- Create, schedule, and send recurring client invoices through QuickBooks Online.
- Ensure all clients are invoiced accurately and on time.
- Monitor incoming payments and reconcile payments against outstanding invoices.
- Follow up professionally with clients regarding overdue payments.
- Maintain accurate client billing records.
- Track outstanding invoices and anticipated incoming revenue.
- Identify and report billing discrepancies.

### 2. Accounts Payable & Bill Management

- Maintain an organized schedule of recurring business expenses, subscriptions, vendor invoices, and payment deadlines.
- Review upcoming bills and prepare payments for approval.
- Assist with scheduling approved payments and bank transfers.
- Monitor business credit card charges and recurring subscriptions.
- Periodically audit expenses to identify unnecessary, duplicate, or unused services.
- Flag unusual charges, billing errors, or opportunities to reduce expenses.
- Ensure financial obligations are tracked and addressed before their due dates.

### 3. Payroll & Contractor Payments

- Assist with preparing and processing payroll through our designated payroll platform.
- Track contractor invoices and scheduled payments.
- Verify payment amounts and due dates.
- Maintain organized payment records.
- Ensure payroll and contractor payments are prepared accurately and on schedule.
- Coordinate with our accountant when necessary.

### 4. Budgeting & Financial Planning

- Develop and maintain a realistic monthly operating budget.
- Track spending against the budget and identify overages.
- Help establish spending limits for recurring business expenses.
- Recommend adjustments to the budget based on revenue and financial obligations.
- Help determine appropriate allocations for operating expenses, payroll, taxes, savings, and debt repayment.
- Identify opportunities to reduce expenses and improve financial efficiency.
- Conduct monthly budget reviews and recommend adjustments.
- Help maintain financial accountability and prevent unnecessary spending.

### 5. Cash Flow & Debt Management

- Monitor cash balances and upcoming financial obligations.
- Maintain a rolling cash-flow forecast showing expected revenue and expenses.
- Help determine how much cash should remain available for operating expenses and financial reserves.
- Maintain a debt tracking system with outstanding balances, interest rates, minimum payments, and due dates.
- Develop and update a practical debt repayment plan.
- Recommend how much money can reasonably be allocated toward debt repayment each month.
- Help prioritize payments while protecting essential operating cash.
- Identify potential cash-flow shortages in advance.
- Prepare recommendations for transferring funds between business accounts when necessary.

### 6. Bookkeeping & Financial Reporting

- Maintain accurate financial records in QuickBooks Online.
- Categorize and reconcile bank and credit card transactions.
- Review account balances and investigate discrepancies.
- Maintain organized documentation of financial transactions.
- Prepare monthly profit and loss reports.
- Provide simple, easy-to-understand financial summaries.
- Coordinate with our U.S.-based CPA or accountant as needed.

## Weekly & Monthly Deliverables

**Weekly Financial Summary**

Provide a concise report showing:

- Current available cash balances.
- Outstanding client invoices and expected payments.
- Bills and payroll coming due.
- Estimated cash remaining after upcoming obligations.
- Recommended transfers or payments requiring approval.
- Any unusual expenses or financial concerns.

**Monthly Financial Review**

- Updated business budget.
- Budget versus actual spending.
- Monthly revenue and expense summary.
- Updated cash-flow forecast.
- Debt balances and recommended repayment allocations.
- Expense reduction opportunities.
- Reconciled financial records.

Reports should be straightforward, actionable, and easy to understand. We prefer clear recommendations over lengthy financial reports.

## Required Qualifications

- Minimum 2 years of professional bookkeeping experience.
- Experience working with U.S.-based businesses.
- Strong proficiency in QuickBooks Online.
- Demonstrated experience with accounts payable and accounts receivable.
- Experience preparing budgets and managing cash-flow forecasts.
- Familiarity with payroll and contractor payment processes.
- Strong Excel or Google Sheets skills.
- Excellent attention to detail and accuracy.
- Strong written and verbal English communication.
- Ability to work independently and meet deadlines consistently.
- Strong organizational skills and a proactive approach to financial management.
- Ability to handle confidential financial information professionally.
- Willingness to provide at least two verifiable professional references.

## Preferred Qualifications

- Experience working with digital marketing agencies or other service-based businesses.
- Experience managing recurring monthly client billing.
- Experience helping small-business owners develop budgets and debt repayment plans.
- Familiarity with U.S. business accounting practices.
- Experience identifying unnecessary business expenses and improving cash flow.

## What We're Looking For

Our ideal candidate is someone who:

- Takes ownership of responsibilities without needing constant reminders.
- Proactively identifies upcoming financial obligations.
- Notices discrepancies and investigates them.
- Understands the importance of protecting cash flow.
- Can make practical budgeting recommendations.
- Is comfortable managing multiple recurring financial tasks.
- Communicates clearly and provides regular updates.
- Values accuracy, confidentiality, and accountability.
- Is interested in building a long-term working relationship.

We want someone who helps us stay ahead of our finances rather than simply reporting what has already happened.

## Financial Access & Security

This position may involve access to confidential business financial information, accounting records, and payment preparation systems.

All significant financial transactions, bank transfers, and payments will require owner approval. The selected candidate will work within established access permissions and financial controls.

## How to Apply

Please include the following in your application:

1. A brief introduction and overview of your bookkeeping experience.
2. Your experience working with U.S.-based businesses.
3. Your experience using QuickBooks Online.
4. Details about your experience creating budgets and managing cash flow.
5. An example of how you helped a previous client improve financial organization, reduce expenses, or manage payments.
6. Your hourly rate and weekly availability.
7. Confirmation that you can provide two professional references from previous clients or employers.